Data Visualizer provides a visual overview of key characteristics about the documents in your database. With Data Visualizer, you can explore documents at a glance without the need to review individual documents or predetermine a search. You can also use Data Visualizer to filter down sets of documents by particular document properties and attributes. This makes the visualizer particularly useful for early data exploration or iterative search building.

All users can use Data visualizer;  no specific permissions are required.

Read this article to:

• Understand how to navigate Data Visualizer
• Learn how to identify key characteristics in your data and find the document sets that share them 

Table of Contents: 

• How to access Data Visualizer
  • From the search page
  • From the results table
• Dashboard view
• Viewing visualizations
• Applying filters
  • Filter Codes by Category
  • Filter by date
  • Filter by file path
  • Filter by email participants
• Exporting Data Visualizer results
• Data visualizer filters in the results table

Video about Data Visualizer:

Access Data Visualizer

Data Visualizer is accessible to every user. You can begin visualizing data from the search page or from the results table of any set of documents. Data Visualizer always displays up-to-date documents, even if your results table has not been refreshed. Users subject to document access management may only visualize documents they can access.

• From the search page: select Open data visualizer after building your initial search. 
• From a results table: select Visualize from the top toolbar. 

  If you are interested in visualizing a specific document property or attribute, you can select the corresponding column in the results table and select Open visualizer for advanced filtering. This opens the appropriate visualization within Data Visualizer. To learn more about how to add columns to your results table, see this article about the results table.

  

• From the top navigation toolbar, select Document Analytics  > Data Visualizer.

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Dashboard

Your Dashboard allows you to curate the visualizations that are most important to you for quick reference. It is a customizable space that displays any visualization that you pin. Depending on the number of pinned visualizations, the Dashboard may also show popular visualizations that you can optionally pin. In addition, pinned visualizations also appear in the Document Overview section of the Homepage. To learn more about the Document Overview, see this article about the homepage.

To pin new visualizations to the Dashboard, select the pin on the left of the visualization name.

On the Dashboard visualization cards, pinned visualizations have a three dot menu instead of the pin. To unpin a visualization from the Dashboard, select the menu and then select Unpin.

On each visualization, the color of the pin shows whether the visualization is currently pinned to the Dashboard:

• dark gray means the visualization is pinned
• light gray means the visualization is not pinned

To pin or unpin a visualization, select the pin.

Besides pinning, you can further customize your Dashboard by:

• arranging the order of pinned visualizations
• deciding the size of the pinned visualizations. 

To rearrange the order of the Dashboard visualizations, click and drag to the desired position.

To change the size of the visualizations, use the toggle in the upper right to switch between a more compact view or a view with larger visualizations.

Dashboards are saved per project for your account, meaning that if you leave Data Visualizer, then come back to it , your dashboard settings are maintained. However, your dashboard settings do not affect others on your project.

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View visualizations

The lefthand sidebar displays categories of the visualization. Select any category to see a list of the visualizations with in:

Category	Explanation
Review	Review product applied to the documents, such as ratings, codes, and binders
People	Fields that are commonly used to capture people associated with documents, like custodian, from, author, etc.
Document	Fields that capture attributes of the documents, like their bates numbers, file paths, types, etc.
Dates	Any datetime field in the project
Predictive coding	Prediction results from active models in the project
Other	Catchall category for all remaining standard, custom, and alias metadata fields
Communication	The Communication Visualizer to visualize email communication patterns

You can use the filter box near the top of the sidebar to find a specific visualization. 

To open a visualization, select it from the sidebar. A histogram (distribution graph) of the unique values for that field across the document set, and the count of the number of documents with that value, is displayed.

If the field is an alias, you can see the underlying fields that comprise the aliased field near the visualization name. To navigate to an underlying field, click on its name. If the name is not highlighted in blue, it means the underlying field, and the associated visualization, is hidden from view in the project. To learn more about alias fields and hiding metadata fields, see this article about document metadata.  

Some visualizations have additional modifiers that can be toggled . These additional options are  under the visualization name. For example, the Custodian visualization can be modified to pull values from either the Custodian field or the All Custodians field. 

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Apply filters

You can create filters to narrow in on sets of documents sharing specific characteristics, similar to filtering in a results table. Once you've filtered your documents, only that set of documents is visualized in all the other visualizations. To use Data Visualizer to filter documents, select one or more values, then select Add Filters.

After the filter is applied, all resulting graphs adjust to reflect the newly filtered set of documents. You can remove filters from the top of the screen once they are applied by selecting the red x.

Filters can be shared between Data visualizer and the results table. If you apply filters in the visualizer and switch to the results table, you can choose for the documents, counts, and values to reflect the filters. For more information, see the data visualization filters in the results table section of this article.  

Explore and filter Codes by category

Under the review section, you can filter your documents by review work product.
To drill down and visualize the counts of each code within a category, select Codes by Category. You can select the name of the category to switch to a visualization of the codes within that category.

To return to the categories view, select on All code categories in the header.

You can pin individual categories to the dashboard by clicking on the pin button next to the category or pressing the pin keyboard shortcut ‘p’.
Filters applied on categories reflect as filters on the results table column Coded under.

To select categories and codes at the same time:

1. Select one or more categories on the top-level view. Do not add filters.
2. Click on the name of a category to access the visualization of the codes within it.
3. Select the code(s) to filter by. 
4. Select Add filters.

When you add multiple types of filters, separate filters are created for categories and codes. This is shown by two separate filter labels being created when applying filter selections of both categories and codes.

Not coded value

To view the number of documents with no codes applied to your view, select Show docs with no code values. This displays a bar with the number of documents in your visualized set that have no codes applied. You can select this bar to add it as a filter.

Explore and filter by date 

The Dates category allows you to filter your documents by a date range. 

To use the date selection tool:

1. Select a date field to visualize.
   
2.  To select a range to zoom into, click and drag on the bottom date bar. The range selected in the bottom chart is reflected in the main visualization.
   
   You can move your selection by dragging it.
   You can resize your selection by clicking and dragging either end.
   
3. [Optional] To select the filter you’d like to add, click and drag a range in the top main chart. 
   
4. To apply a date range filter to your search, select Add filter. If you do not add the filter and move away from the page, a dialog box asks if you’d like to continue without the filters, or go back to apply them.
   

After you apply a filter, all other visualizations are displayed with the filter(s) applied. Once you select a date filter, you can view the breakdown of fields like subject, author, and doc type within that specific date range. You can filter by any visualization and visualize all subsequent visualizations with that filter applied. Your applied filters are shown at the top of the page. 

To remove a filter, select the red x.

 

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Explore and filter by file path

Watch a video here:

You can use Data Visualizer to explore the file structure of documents. To do so, choose File Path under the Document section of Data Visualizer.

The first view is the top level of the documents’ file structure. If there are multiple custodians in your search, you will see the list of custodians in this top level view.

If the documents in your search do not fall under multiple custodians, your visualization starts at the highest level of the file structure with multiple directories.

From here, you can either filter by custodian or drill down deeper into a given custodian. To filter by custodian:

1. Select the bar of the custodian, or custodians, that you would like to filter your documents by.
2. Select Add Filters. This change the visualization to show hits only for those custodians.

To drill down deeper and see the folders and documents associated with one of these custodians, select a custodian’s name in blue. 

The visualization displays any datasets assigned to the custodian, assuming no additionally restrictive search or filter criteria. For natively uploaded documents, the name of the dataset is displayed.
For processed documents, “(No dataset)” is displayed unless the document has a metadata value for Dataset.

To see the underlying folders and documents in a dataset, select its name in blue. Datasets may have underlying container files, loose documents, or both. You can continue to drill down through datasets by clicking on the folder names. The filepath you have followed is displayed at the top. 

• To return to your previous location, select the Back arrow.
• To go to a higher level in the file structure, select the Up arrow or the name of the desired directory in the file path to the right of the arrows.

When filtering your visualization, you may notice a banner appear at the top of the visualization saying that the current visualization only includes the paths of documents that match your search and filter criteria.

This means that, due to your search and filter criteria, not all directories that exist at the current level are being displayed. Select View all X paths in directory to open a visualization that is drilled down to the same file path level, but includes all possible hits in the project.

Filter by multiple file paths

To filter by multiple, separate paths, select the filters for all desired paths before adding the filters to your visualization. For example, let’s say you want to see all documents in a folder belonging to Custodian A as well as those from a folder belonging to Custodian B. To do so:

1. Use the steps above to click through the directory to identify the folder from Custodian A that you are interested in. Select the bar, but do not select Add filter.
   In this example, the folder is "'sent mail" within j aronold's documents.
2. Navigate back to the top of your directory. You can do so by selecting Top or clicking the back or up arrows until you are back at the top-level of the directory.
3. Select Custodian B's name and navigate through their directory until you see the folder you are interested in. In this example, the folder is "Discussion threads" in Custodian p allen's documents.
4. Select Add filters. In this example, the two folders from the two separate custodians are selected.
   
   

From the (Top) level of your file path visualization only the two selected custodians are visible. Additionally, if you drill into either one of those custodians, only the selected folder is visible. To see which file paths your visualization is displaying, hover over the breadcrumbs at the top of your visualization.

Data Visualizer overrides any previous file path filters that conflict with newly selected filters. For example, let's say you have applied a filter to limit your visualization to one custodian, j arnold.

Then, you decide to apply a filter to limit your visualization to a particular dataset under j arnold. A popup warns you that these two filters are in conflict, and if you apply the newly selected filter, the previous one will be deleted. This is because the previous filter, which displayed all documents under the custodian, is incompatible with a filter which limits your visualization to a specific dataset under the custodian. To add the new, more restrictive filter, select Continue and then Add Filter.

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Explore and filter by email participants

You can find email participant metadata under the People category on the left-hand sidebar. The To, From, CC, and BCC terms as well as the Parties and Recipients smart terms are all email participant fields. You can learn more about these fields in this article about searching emails.

For these visualizations, you can view the values by count of Domains, Contact Names, and/or Email Addresses using the checkboxes at the top of the visualization.

To  filter by one or more specific values

1. Select the horizontal bar(s) you would like to add.
   Note: Selecting Contact Names automatically include all email addresses associated with the displayed  Contact Names.  Hover your cursor over the bar to see these email addresses.
2. As you begin to select values,  the Graph Selections box appears on the right-hand side with the Any of, All of, Exclude, and and nothing else modifiers. Read this article on searching emails to learn how these affect your search.
   Graph Selections shows you the number of hits associated with the bars you have selected. This number is not necessarily the exact count of documents that match your search, as a single email can be sent to multiple recipients and thus match several values in the list.
3. To view the count of documents that match your search, select Add filters.

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Export Data Visualizer results

To export a report of your Data Visualizer results, select Export in the top right corner of your visualization. This exports hit counts for all properties currently visualized, limited by applied search and filter criteria.   

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Data Visualizer filters in the results table

When you add or remove filters to a search in Data Visualizer, you can choose whether or not to apply those changes to the underlying search. 

• To apply filter changes, select Apply filters to search. This takes you to the results table with the filter changes applied.
• If you do not want to alter the underlying search, select View results table. This takes you to the results table without any additional applied filters.

Filters are preserved, so if you go to another page on the site, then return to the search card, your filters are not deleted.

You can return to Data Visualizer by selecting Visualize again. Filters can be added, removed or edited in the results table. In Data Visualizer, they can only be only added or removed.

To create a new search card with filters applied to the underlying search, select the three-dot menu in the top right and select Create new search from filtered results.  Your filters from the Data Visualizer are now applied as search terms. 

When you creates two filters in Data Visualizer in the same category, such as two separate filters on codes, then returns to the results table, only the first created filter is editable. An uneditable filter has a red X in the label instead of an edit button. Select on the red X to remove the filter.

Learn more about filtering in the results table in this article.

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